Administrative Assistant

• Manage calendar, travel, correspondence, expense reports, vacation schedules, and safety training tracking for the Operations Manager and Leadership Team.
• Coordinate internal and external meetings, including invites, agendas, presentations, minutes, logistics, and follow-ups (e.g., Operational Reviews, Town Halls, Leadership Meetings).
• Maintain internal communication channels and act as liaison with key external contacts.

• Manage telephone reception for both internal and external regional office needs
• Serve as the primary contact for office operations including mail, service contractors, office supply orders, and building maintenance.
• Ensure smooth day-to-day functionality of the office and act as liaison with REWS and building services for repairs and service tickets.

• Maintain and update distribution lists, phone directories, and SharePoint/Team sites.
• Coordinate meeting logistics: invites, agendas, presentations, minutes, room setup, AV support, and meals/refreshments.
• Create and manage Duty Manager and Supervisor rotations.
• Consolidate and distribute materials, reminders and updates (e.g., SAP requirements).

• Assist with SAP entries, centralized SRO tracking, and expense submissions for supervisory staff.
• Manage specific invoice processing.

• Process SailPoint and system access requests.
• Provide Power BI reporting as needed.
• Provide support for server issues and office equipment troubleshooting.
• Handle service request orders and general clerical support.

• Act as Workday Learning Administrator: edit offerings, pull reports, update ILT completions.
• Support onboarding processes and administrative learning functions.

• Provide quarterly spend updates and updates for regional leadership meetings
• Coordinate Project Zero and Project Assist submissions and media announcements.
• Support municipal advisors regarding community investment
• Support internal and external stakeholders with event coordination.

• Participate in internal committees, projects, and initiatives as required.
• Perform other administrative tasks as assigned.

• Minimum 3 years of experience in an administrative, executive assistant, or similar role.
• Post-secondary education in Business Administration or a related field.
• Proven ability to learn and navigate multiple internal systems quickly (e.g., SAP, Workday, SailPoint, SharePoint, Power BI, MS Office Suite, etc.).
• Strong organizational and time management skills with the ability to work and prioritize tasks independently.
• Excellent communication and interpersonal skills along with the ability to work collaboratively with cross-functional teams.
• High attention to detail and accuracy in documentation and reporting.
• Comfortable working onsite and supporting a regional team virtually across multiple locations.
• Critical thinker with effective decision-making skills.
• Discretion and professionalism when handling sensitive information.
• Ability to travel approximately once per month throughout Northern Ontario (North Bay, Thunder Bay, Sudbury etc.).

Randstad